PRE-QUALIFICAFION/REGISTRATION OF SUPPLIERS FOR …kicc.co.ke/kicc/uploads/tenders/Prequlification...

PRE-QUALIFICAFION/REGISTRATION OF SUPPLIERS

FOR SUPPLY/PROVISION OF GOODS AND SERVICES

PREQUALIFICATION

FOR

FINANCIAL YEAR 2016-2017

Category No:............................................

Closing Date: 23rd March 2016

Time: 10.30am

Invitation for bid/tender Notice

Date: 10th March 2016

Re: Pre-qualification of Suppliers for Goods and Services for the financial year

2016/2017

KICC invites interested eligible suppliers to apply for the prequalification of Supply and

Provision of Goods and Services for the financial year 2016-2017 on an “as and when

required basis”.

KICC invites interested eligible firms for the prequalification of suppliers and services

providers for the under listed categories.

A. AGPO (SPECIAL) CATEGORY: GOODS & SERVICES

TYPE ITEM

TENDER PREQ NO. KICC/ 2/16-17 Supply of Hardware Items & Paints

TENDER PREQ NO. KICC/ 3/16-17 Supply of Electrical Materials

TENDER PREQ NO. KICC/ 4/16-17 Supply of office furniture, fittings and equipment

TENDER PREQ NO. KICC/ 5/16-17 Supply of expanding seat covers, skirting and table linen

TENDER PREQ NO. KICC/ 6/16-17 Provision of flowers and decoration services

TENDER PREQ NO. KICC/ 7/16-17 Provision of Exhibition Materials (Shell schemes, tents, mobile toilets)

TENDER PREQ NO. KICC/ 11/16-17 Provision of Cleaning & Extraction Services for Seats and Carpets

TENDER PREQ NO. KICC/ 12/16-17 Supply of Computer/Printer Consumables and Accessories

TENDER PREQ NO. KICC/ 23/16-17 Supply of Office Stationery

TENDER PREQ NO. KICC/24/16-17 Supply of Branded and Promotional Materials (T-Shirts, caps, banners, conference stationery/ and giveaways, confectionery, general branded materials)

TENDER PREQ NO. KICC/ 25/16-17 Supply of Detergents and Cleaning materials

TENDER PREQ NO. KICC/ 26/16-17 Provision of hire services for banqueting seats and tables

TENDER PREQ NO. KICC/27/16-17 Provision of Creative Development and Printing Services (artworks, documentaries, commercials)

B. GENERAL CATEGORY: GOODS & SERVICES

TYPE ITEM

TENDER PREQ NO. KICC/1/16-17 Supply of Mechanical & Electrical Equipment

TENDER PREQ NO. KICC/ 8/16-17 Supply of Telephone and telecommunication Equipment

TENDER PREQ NO. KICC/ 9/16-17 Provision of Travel Agency services (IATA-Registered)

TENDER PREQ NO. KICC/ 10/16-17 Provision of Legal Services

TENDER PREQ NO. KICC/ 13/16-17 Provision of Catering Services ( from 3 to 5 star

hotels/restaurants)

TENDER PREQ NO. KICC/ 14/16-17 Provision of General Building Repairs, Maintenance

services and Civil Works

TENDER PREQ NO. KICC/ 15/16-17 Provision of Conference Equipment (S.I.E. / PA systems/

LCD Projectors/ laptops/ Computers/

printers/Fax/Telephone/Video/Tele-conferencing

Equipment)

TENDER PREQ NO. KICC/ 16/16-17 Provision of Consultancy Services(Work Environment

,Employee Satisfaction and Customer Satisfaction and

Integrity Surveys, Security Audit, feasibility Study for

Product development , Monitoring & Evaluation, legal

Audit Training, strategic Planning Financial, Brand

Communication Agency, Outsourced Labour Services)

(indicate the item being bidded for on the document and

envelope)

TENDER PREQ NO. KICC/ 17/16-17 Provision of Maintenance Services for Generator

TENDER PREQ NO. KICC/ 18/16-17 Provision of Maintenance Services for Seven (7no.) Lifts

TENDER PREQ NO. KICC/ 19/16-17 Provision of Standby Ambulance and Fire Fighting

Services

TENDER PREQ NO. KICC/ 20/16-17 Provision of Translators, Interpreters and Translation

Services

TENDER PREQ NO. KICC/ 21/16-17 Provision of Repair and Maintenance Services of

computers, printers, photocopier, audio visual

equipment, bio metric clock in device, digital signage,

DSTV

TENDER PREQ NO.KICC/22/16-17 Provision of Maintenance Services for Security

Equipment (X-ray baggage scanner, Walkthrough

Scanners, Metal detectors)

TENDER PREQ NO. KICC/ 31/16-17 Provision of Digital Services (Website, e-shots, e-bombs,

social media management)

The pre-qualification document must be accompanied by the following:-

1. Copy of certificate of incorporation/registration

2. List and value of all contract works performance in the last two (2) years

3. Contacts of at least two (2) major clients who may be contacted for further

information on these contracts

4. Qualification and experience of key personnel

5. Authority to seek reference from bankers and clients

6. Certificate copies of PIN and VAT registration certificate

7. Physical address

8. Provide audited accounts for the last two (2) years

The AGPO (Special) Category are encouraged to apply in all categories

qualified and must attach the following:

1. Attach copies of Business Registration certificate, PIN certificate & VAT

certificate, Tax compliance and AGPO certificate.

2. Filled Confidential Questionnaire

3. Previous experience is not a requirement.

Tender/pre-qualification document may be obtained from IFMIS portal

(https://supplier.treasury.go.ke) or be downloaded free from our website

www.kicc.co.ke

Duly completed Tender/prequalification document in plain sealed envelopes with detail

of Tender/Prequalification Category Number CLEARLY MARKED should be addressed

to:

The Managing Director, The Kenyatta International Convention Centre, KICC Building P O Box 30746-00100 NAIROBI TENDER NO. And CATEGORY Or Deposited in KICC tender box on the 1stfloor

To be received on or before 23rd March 2016 at 10.30am. Tenders will

be opened immediately at the Taifa Hall on Lower Ground thereafter, in the

presence of tenderers representatives who choose to attend. Any document

received after the due time and date shall be rejected and returned.

https://supplier.treasury.go.ke/

TENDER INSTRUCTIONS

1.1 Introduction

The KICC would like interested candidates who must qualify by meeting the set criteria as provided by the procuring entity to perform the contract of Supply of Goods and Services.

1.2 Project objective The main objective of this project is to Supply and deliver assorted Goods and Services at KICC for the financial year 2016-2017.

1.3 Invitation of Pre-qualification

Suppliers registered with Registrar of Companies under the Law of Kenya in respective merchandise or services are invited to submit their PRE-QUALIFICATION documents to the Managing Director, KICC so that they may be pre-qualified for submission of tenders. Bids will be submitted in complete singly or in combination. The client requires prospective suppliers to supply mandatory information for pre-qualification.

1.4 Experience

Prospective suppliers and contractors must have carried out successfully, the supply and delivery of similar items/ services to Government institution/ reputable organizations of similar size and complexity. Potential suppliers/ contractors must demonstrate the willingness and commitment to meet the pre-qualification criteria.

1.5 Pre-Qualification document This document includes questionnaire forms and documents required for prospective suppliers to completely fill. Attach all supporting documents.

1.6 In order to be considered for pre-qualification prospective supplier must submit

all information herein requested. 1.7 Distribution of Pre-qualification documents

Original document of the completed pre-qualification data and other requested information shall be submitted/ deposited at KICC tender box situated at not later than 23rd March 2016 at 10.30.am (Local time) or mailed to: The Managing Director Kenyatta International Convention Centre P O Box 30746-00100 NAIROBI.

1.8 Questions arising from Documents

Questions that may arise from the pre-qualifications documents should be addressed to the Managing Director, KICC whose address is given in Para 1.7.

Additional information The KICC reserves the right to request submission of additional information from prospective bidders.

1.9 Invitation to Pre-qualification

Pre-qualification awards will be made available online only to those bidders whose qualifications are accepted by The KICC after scoring 70 points and above and soon after the completion of the pre-qualification process.

2 BRIEF CONTRACT REGULATIONS/ GUIDELINES 2.1 Taxes on imported materials

The supplier will have to pay custom duty and VAT as applicable for all imported materials to be supplied unless the item (s) is/ are donor funded.

2.2 Customs clearance The contractors shall be responsible for custom clearance of their imported goods/ materials.

2.3 Contract price

The contract shall be of unit price type or cumulative of computed unit price and quantities required. Quantities may increase or decrease as determined by demand and on the authority of the client’s accounting officer or tender committee.

2.4 Payments

All local purchase shall be on credit of a minimum of sixty (60) days or as it may be stipulated in the contract agreement.

2.5 Irrevocable Letter of Credit (ILC)

All overseas purchase shall be by irrevocable letter of credit (ILC) or as it may be stipulated in the contract agreement.

3 PRE-QUALIFCIATION DATA INSTRUCTIONS 3.1 Pre-qualification data forms 3.1.1 The attached questionnaire PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6 and PQ-7, are to

be completed by prospective supplier/contractors who wish to be pre-qualified for submission of tender for the specified category.

3.1.2 The pre-qualification application forms which are not filled out completely and

submitted in the prescribed manner may not be considered. All the documents that form part of the proposal must be written in the English language and in ink.

3.2 Qualification Only those firms that have provided all the information required and provided supporting documents shall qualify for pre –qualifications. All clarifications should be done before the close of the bid period. All late submission of bids will be disqualified.

3.2.1 It is understood and agreed that the pre-qualification data on prospective bidders

is to be used by KICC in determining, according to its sole judgement and discretion, the qualifications of prospective bidder to perform in respect to the tender lot as described by the client.

3.2.2 Prospective bidders will not be considered qualified unless in the judgement of

KICC they possess capability, experience, qualified personnel available and suitability of equipment and net current asset or working capital sufficient to satisfactory execute the contract for goods/services. The bidders should show evidence of compliance to registration with regulatory bodies.

3.3 Essential criteria for pre-qualification

3.3.1 Experience (Pre-qualification Data)

(a) Prospective bidder shall have at least 3 years experience in the supply of goods, services and allied items. A potential supplier/ contractor should show competence, willingness and capacity to service the contract.

(b) Prospective supplier requires special experience and capability to organise supply and deliver items or services on short notice. PQ 1

3.3.2 Personnel

The names and pertinent information and the CV of the key personnel for individual or group to execute the contract must be indicated in form PQ.2.

3.3.3 Financial condition

The supplier’s financial condition will be determined by latest financial statement submitted with the pre-qualification documents as well as letters of reference from their bankers regarding supplier’s credit position or current bank statement and audited accounts will be added advantage. Potential suppliers/contractors will be pre-qualified on the satisfactory information given. PQ 3

3.3.4 Special consideration will be given to the financial resources available as working

capital, taking into account the amount of uncompleted orders on contract and the ones in progress (Data should be indicated on form PQ-5). However, potential bidders should provide evidence of financial capacity to execute the contract.

3.3.5 Past performance Past performance will be given due consideration in pre-qualifying bidders.

Letters of reference from past customers should be included in form PQ-6 where applicable.

3.4 Statement

Application must include a sworn statement (form PQ-7) by tenderers ensuring the accuracy of the information given, verified by advocate of high court.

3.5 Confidential Questionnaire Fully filled confidential questionnaire PQ-4 3.6 Withdrawal of pre-qualification

Should condition arise between the time this pre-qualification to bid and the bid opening date, which in the opinion of the client/Government could substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, the Government reserves the right to reject the tender from such a bidder even though he was initially pre-qualified.

3.7 Outlined supply and delivery procedures

The pre-qualified applicant should also submit a brief statement of supply and services delivery methods and procedures he plans to use to execute the contract in form PQ-2.

3.8 Prequalification Criteria (Not applicable to the special group category)

NO. Required Information Form Type Points Score 1 Registration Documentation Mandatory 2 Pre-qualification Data PQ-1 10 3 Supervisory and Key Personnel PQ-2 30 4 Financial Position PQ-3 10 5 Confidential Report PQ-4 10 6 Past Experience PQ-5 20 7 Litigation History PQ-6 10 8 Sworn in Statement PQ-7 10

Total 100 3.9 Qualification mark

The qualification mark is 70 points and over.

1. REGISTRATION DOCUMENTATION

Mandatory Requirements/ Documents

All firms must provide:-

1. Copies of Certificate of registration

2. Copy of VAT Registration certificates

3. Tax compliance certificates

4. Copies of pin certification of firms/company

5. Copy of current Trade License.

6. Firms who want to register for supply of computers, laptops, servers, Ups,

Printers, scanners, software, Accessories and Consumables should attach

dealership/Authorization letters from the manufactures where applicable.

7. Firms who want to register for provision of civil works should attach a certificate

from National Construction Authority (NCA).

NB: Failure to provide the authorization letters will lead to automatic

disqualification of the applicant and will not be evaluated further.

2. FORM PQ-1 PRE-QUALIFICATION DATA

a) Registration of Suppliers Application Form

1. I/We ………………………………………………………… hereby apply for registration as supplier (s) (Name of Company/Firm)

Of ……………………………………………………………………………………………………………………….. (Item Description)

………………………………………………………………………………………………………………………… (Category No.)

Post Office Address …………………………………………………………………………………………….

Town ………………………………………………………………………………………………………………..

Street ………………………………………………………………………………………………………………..

Name of building ……………………………………………………………………………………………….

Room/Office No. ……………………………………………… Floor No. ………………………………

Telephone Nos. ………………………………………………………………………………………………….

Full Name of applicant ……………………………………………………………………………………….

b) Organization & Business Information

Management Personnel ………………………………………………………………………………………

President (Chief Executive) …………………………………………………………………………………

Secretary …………………………………………………………………………………………………………..

General Manager ……………………………………………………………………………………………….

Treasurer ………………………………………………………………………………………………………….

Other ………………………………………………………………………………………………………………..

Partnership (if applicable)

Names of Partners

…………………………………………………………

…………………………………………………………

………………………………………......................

3. Business founded or incorporated ……………………………………………………………...........

4. Under present management since …………………………………………………………………….. 5. Net worth equivalent Kshs….. ……………………………………………………………………………

6. Bank reference and address …………………………….....……………………………………........

………………………………………………………………………………………………………………….........

7. Bonding company reference and address ……………………………………………………………

8. Enclose copy of organization chart of the firm indicating the main fields of

activities ………………………………………………………………………………………………………

9. State any technological innovations or specific attributes which distinguish you

from your competitors …………..........................…………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

10. Indicate terms of trade/sale..................................................................................

(10 Points)

3. PQ-2 (a) SUPERVISORY PERSONNEL

Name ………………………………………………………………………………………………………

Age ………………………………………………………………………………………………………….

Academic Qualification ……………………………………………………………………………..

…………………………………………………………………………………………………………………

Professional Qualification ………………………………………………………………………….

………………………………………………………………………………………………………………

Length of service with Contractor or Supplier position held ………………………….

…………………………………………………………………………………………………………………

(Attach copies of certificates of key personnel in the organization)

(10 Points)

PQ-2 (b) KEY PERSONNEL (applicable ONLY to suppliers applying for consultancy services)

Consultant’s Experience

Assignment Name Approx.Value of the Contract (in current Kshs.)

Country: Location within country:

Duration of assignment(months)

Name of Client Total No. of staff-months of the assignment

Address:

Approx value of the service provided by your firm under the contract (in current Kshs)

Start date(month/year) Completion date(month/year)

No. of professional staff-months provided by associated consultants

Name of associated consultant if any Name a senior professional staff of your firm involved and functions performed (indicate most significant profile such as project Director/Coordinator, team leader)

Narrative description of projects Description of actual service provided by your staff within the assignment Relevant documents attached

(10 Points)

Consultants Qualification

(Using this format below, provide information on at least five different key/technical staff

employed/associated with the firm applying for this prequalification.)

CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

1. Position of the Staff member in the company (only one candidate shall be

nominated for each position):

2. Name of Staff (Insert full name):__________________________________ 3. Date of birth :___________________ Nationality: ______________ 4. Education (Indicate college/university and other specialized education of staff member, giving

names of institutions, degrees obtained, and dates of obtainment):

________________________________________________________________________

_______________________________________________________ 5. Membership of Professional Associations: ______________________ 6. Other Training (Indicate any other relevant training other than those mentioned under 5

above):___________________________________________________________________

7. Countries of Work Experience (List countries where staff have worked in the last ten

years): ___________________________________________________ 8. Languages (For each language indicate proficiency: good, fair, or poor in speaking, reading,

and writing): ______________________________________________________________

9. Employment Record (Starting with present position, list in reverse order every employment

held by staff member): NB: Attach copies of relevant certificates and testimonials 10. Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged. _____________________________________ Date: _____________ (Signature of staff member or authorized representative of the staff)

Full name of authorized representative: ____________________________________________

(10 points)

4. PQ-3 FINANCIAL POSITION AND TERMS OF TRADE 1. Attach a copy of firms two Audited accounts giving summary of assets and current

liabilities/or any other financial support.

2. Attached letters of reference form the bankers regarding supplier’s credit position

(10 Points)

5. PQ-4

REPUBLIC OF KENYA

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business.

You are requested to give the particulars indicated in part 1 and either part 2 (a), 2 (b) or 2 (c)

whichever applies to your type of business.

You are advised that it is a serious offence to give false information on this Form.

Part 1 - General:

Business Name……………………………………………………………………………………………

Attach copy of certificate of incorporation or Registration Certificate.

Location of business premises………………………………………………………………………..

Plot No…………………………………Street/Road…………………………………………………..

Postal Address………………………………. Tel. No………………………………………………….

Nature of Business………………………………………………………………………………………

*Current Trade Licence No………………………………………Expiring date………………….

*PIN No……………………………………………………………………………………………………..

*VAT Certificate No……………………………………………………………………………………..

*Attach copies

Maximum value of business which you can handle at any one time:Kf………………………..

Name of the your Bankers……………………………………………Branch……………………………

Part 2(a) - Sole Proprietor:

Your name in full……………………………………………………….Age…………………………………

PIN No………………………………………

Nationality…………………………………………..Country of origin…………………………………….

*Citizenship details……………………………………………………………………………………………..

Part 2 (b) - partnership:

Give details of partners as follows:

Name PIN No. Nationality Citizenship Details Shares

1……………………………………………………………………………………………………………………….

2………………………………………………………………………………………………………………………...

3…………………………………………………………………………………………………………………………

4…………………………………………………………………………………………………………………………

Attach copy of PIN certificate

Part 2 © - Registered Company:

Private or public……………………………………………………………………………………

State the nominal and issued capital of the company

Nominal Kf…………………………………………..

Issued Kf……………………………………………..

Give details of all directors as follows:

Name PIN NO. Nationality Citizenship Details Shares

1………………………………………………………………………………………………………………………

2………………………………………………………………………………………………………………………

3……………………………………………………………………………………………………………………..

4……………………………………………………………………………………………………………………..

Attach copy(ies) of PIN certificate

Date……………………………………………….Signature of Tenderer…………………………………..

If Kenya Citizen, indicate under “Citizen Details” whether by Birth, Naturalization or Registration.

(20 points)

6. FORM PQ-5

PAST EXPERIENCE

NAMES OF APPLICANTS CLIENTS IN THE LAST TWO YEARS

NAMES OF APPLICANTS OTHER CLIENTS AND VALUES OF CONTRACT/

ORDERS

1

i) Name of client (Organization) ………………………………….

ii) Address of client (Organization) ………………………………

iii) Name of contact person at the client (Organization)……..

………………………………………………………………………….

iv) Telephone no. of client …………………………………………

v) Value of contract ………………………………………………….

vi) Duration of contract (Date) ……………………………………..

2. i) Name of 2nd client (Organization) ………………………………



………………………………………………………………………….




3. i) Name of 3rd client (Organization) ………………………………



………………………………………………………………………….




4. i) Name of 4th client (Organization) ………………………………



………………………………………………………………………….




5. i) Name of 5th client (Organization) ………………………………

ii) Address of client (Organization) ………………………………..


…………………………………………………………………………......




6.Evidence of being a manufacturer or distributor or wholesaler or agent of goods

intended to supply and for services evidence of registration with National Construction

Authority or any other regulatory organisations related to the service to be provided or

membership to professional bodies of individual categories e.g NEMA or Ministry of

Tourism for Restaurants/Hotels etc.

(20 Points)

7. FORM PQ-6

LITIGATION HISTORY

Name of Contractor/ supplier

Contractor/ supplier should provide information on any Litigation or arbitration

resulting from contracts executed in the last five years or currently under execution.

Date Complainant Status of case Verdict

(10 points)

8. FORM PQ-7 - SWORN STATEMENT

Having studied the pre-qualification/registered information for the above

project we/I hereby state:

a. The information furnished in our application is accurate to the best of our

knowledge.

b. That in case of being pre-qualified/registered we acknowledge that

this grants us the right to participate in due time in the submission of a

tender or quotation when invited/requested to do so by the KICC.

c. When the call for Quotations is issued the legal technical or financial

Conditions or the contractual capacity of the firm changes we shall

Notify the KICC and acknowledge your right to review the pre-

qualification made.

d. We enclose all the required documents and information required for the

pre-qualification evaluation.

e. We confirm that we have not been debarred from participation in

Public Procurement and have no litigation procedure in process.

Date…………………………………………………......................…………………

Applicant’s Name ………………………………………........………………………

Represented by …………………………………………………………………………

Signature ……………………………………………………..........……………………

(Full name and designation of the person signing and stamp or seal)

(10 Points)

PRE-QUALIFICAFION/REGISTRATION OF SUPPLIERS FOR …kicc.co.ke/kicc/uploads/tenders/Prequlification...

Documents

Transcript of PRE-QUALIFICAFION/REGISTRATION OF SUPPLIERS FOR …kicc.co.ke/kicc/uploads/tenders/Prequlification...